A. PROPOSAL REQUIREMENTS

Proposals will be considered only from qualified firms with a preference to firms that are based in Illinois and familiar with Illinois law.

Each proposal will consist of a maximum of 25 pages (excluding appendices) and should include the following:

• Letter of Transmittal – prepared on company letterhead identifying the name of the key contact, address, phone number and email address.
• Executive Summary – succinct explanation of the Consultant's interest in the project and why the firm is uniquely qualified for this project.
• Organizational Profile – brief description of the firm's structure and capabilities, length of time in business, and previous work experience.
• Proposed Project Team – provide resumes of all personnel, including outside consultants that will be assigned to the project including specific experiences each team member will contribute to the project. Identify and define their individual roles.
• Previous Project Summaries – list including reference contact information, for a minimum of three (3) projects which are similar in scope to the project described also identifying key personnel who worked on each project listed. The City reserves the right to contact any references provided herein or otherwise obtained.
• Methodology – explanation of general technical approaches and processes to be employed for executing the requirements of the Project Components provided herein, which includes a detailed outline of the proposed services.
• Project Schedule – the proposed amount of time presented in months and as a percentage of total workload. Indication of proposed milestones should also be included. The City reserves the right to negotiate work tasks and schedule prior to finalizing a contract with the selected firm.
• Project Fees – provide a fee breakdown of the proposed fees of the research project, with appropriate explanatory detail justifying costs and calculations. Please submit hourly rates for each individual as well.
• Signature/Certification – proposal must be signed by an official authorized to bind the offer and shall contain a statement that the proposal is a firm offer guaranteed for a ninety (90) day period from the submittal deadline. The proposal shall also provide the following information: name, title, address, telephone number and e-mail address of the person(s) with authority to contractually bind the company and also who may be contacted during the period of proposal evaluation for the purpose of clarifying submitted information.

B. PROJECT COMPONENTS

The intent of the Yorkville Downtown Overlay District is to protect the scenic and natural qualities of the corridor that are valued by the community, as well as to promote the quality development and land use along the corridor. The guidelines are to allow flexibility for the aesthetics of the corridor and to encourage compatibility with the character of the area without stifling the creativity of designers.

The consultant shall assist the City in establishing goals, objectives, implementation strategies, design, and development guidelines to implement the vision. It is the intent that these documents, through their adoption and implementation, will allow for the establishment of consistent patterns of high-quality, efficient and economically successful development.

The following shall be addressed:

• Create a vision for the ultimate physical development of the corridor, including illustrated best practices for design standards that establish aesthetic guidelines. This shall include massing examples, pavement improvements, building orientation, parking availability, pedestrian improvements as well as other design standards that are visually appropriate.
• Develop design standards based on the adopted Comprehensive Plan.
• Develop a "Downtown IL Route 47 Corridor Overlay District" along with necessary amendments to the zoning ordinances and subdivision regulations.
• Identify opportunities for proposed enhancements to beautify the corridor and improve economic development while providing regulatory measures to protect the historic and scenic qualities of the corridor. This would include material recommendations, color palettes, public art, signage, and public spaces.
• Develop and build consensus by using key stakeholders throughout the process including citizen, businesses, property owners, elected and appointed officials. A web portal is preferred to solicit comments from those that are unable to attend meetings or events.

REFERENCE MATERIALS

1. United City of Yorkville Comprehensive Plan Update 2016 http://www.yorkville.il.us/383/Comprehensive-Plan
2. Downtown Parking Study (provided upon request)
3. Downtown Landscape Hill Project (provided upon request)
4. Yorkville GIS Mapping https://yorkville.maps.arcgis.com/apps/View/index.html?appid=f62a7cb615494e3b8064c7749551e510
5. Integrated Transportation Plan http://www.yorkville.il.us/388/Integrated-Transportation-Plan

C. DELIVERABLES

• The Consultant will be responsible for reproduction of the final plan document in hardcopy form for a total of twenty-five (25) copies.
• The Consultant will be responsible for providing the draft and final documents in both electronic formats (Microsoft Word and Adobe PDF) allowing reproduction, revision, and web posting by City staff.
• The Consultant will format the document in 8½" x 11" (vertically oriented) format. Maps shall be produced in ArcGIS™ format of 24" x 36", with the capability of being legibly reduced to 11"x17" format for inclusion into the final hardcopy form.
• Digitize new maps, input data and create new GIS layers, and incorporate selected maps from existing work products to produce new GIS Maps. The United City of Yorkville utilizes an engineering consulting firm for some of its GIS mapping services; however ESRI® ArcMap™ and ArcView™ platforms are used by internal department staff.
• Three dimensional (3D) digital models of massing examples and potential architectural details of the IL Route 47 corridor between Fox Street and the Fox River, utilizing either Trimble SketchUp™ or other 3D modeling software/platforms.
• All final maps and source data files will be provided to the City.
• Produce all materials for public presentations.
• Provide digital, web ready drafts of the Plan for posting on the City's website and other social media.
• Produce final copies for approval and adoption by the City Council.

D. PROJECT TIMELINE

The overall timeline for the development of the Yorkville Downtown Overlay District is anticipated to be 6-9 months, including the adoption process. As a submittal requirement, the applicant will provide a project schedule showing key task target dates, including public meetings and hearings with estimated task duration. Variations from the City's established timeline should be discussed in the RFP.

I. PROPOSAL EVALUATION

A. REVIEW OF SUBMISSIONS

Selection criteria are outlined below and will be used to evaluate proposals for invitation to interview/presentation. This RFP does not commit the City to award a contract or to pay any costs incurred in the preparations or submission of proposals. The City reserves the right to reject any or all proposals received in response to this RFP.

Selection of the successful proposal for interview/presentation will be made based upon the following criteria:

• Responsiveness and proposed approach to work scope and project needs. Although City has identified a general nature of services to be provided, the consultant is given leeway toward the approach to the methodology to provide the requested services. Innovative strategies and creativity are desired.
• Demonstrated experience and technical competence in similar projects.
• Past record of performance of the firm with respect to such factors as working relationship with sub-consultants or peer consultants on the same project, control of costs, quality of work, and ability to meet schedules.
• Cost-effectiveness.
• Capacity and capability of the firm/team to perform the work in question, including specialized services.
• Quality of key personnel assigned: bios, qualifications.
• Understanding of local conditions related to the completion of the services.

B. SUBMISSION FORMAT

• Interested firms/consultants should submit four (4) paper copies and one (1) digital copy (provided via USB drive, CD or email) of the proposal requirements by the deadline of Friday, October 6, 2017.
• The hardcopy proposals shall be submitted in a sealed envelope marked “REQUEST FOR PROPOSALS, YORKVILLE DOWNTOWN OVERLAY DISTRICT," addressed to:

UNITED CITY OF YORKVILLE
COMMUNITY DEVELOPMENT DEPARTMENT
800 GAME FARM ROAD
YORKVILLE, ILLINOIS 60560

Proposals submitted only by fax or e-mail will not be accepted. All submittals shall be retained by the City and will not be returned.

C. PRE-PROPOSAL CONFERENCE

• A pre-proposal conference is scheduled for Tuesday, September 26, 2017 beginning at 1:00 PM in the City Hall Council Chambers located at 800 Game Farm Road, Yorkville, Illinois 60560. The purpose of the pre-proposal conference is to assist prospective consultants with questions related to the RFP scope of services and submittal requirements. Attendance at the pre-proposal conference is not mandatory.
• Attendees must register by Friday, September 22, 2017 to Krysti J. Barksdale-Noble, Community Development Director via e-mail at knoble@yorkville.il.us. If no firms register, the meeting will not be held.

II. GENERAL INFORMATION

A. PROFESSIONAL SERVICES CONTRACT

A Professional Service Contract is required.

B. SUBLETTING OF CONTRACT

The Consulting Firm will agree, after the contract is awarded, not to assign or sublet the whole or any part of the contract without the prior written consent of the City.

C. CHANGES IN SCOPE OF SERVICES & PERSONNEL

The Consulting Firm will agree that any change of scope in the work to be performed after the original contract has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original contract by addendum.

The personnel identified in the proposal shall work on the project until completion. Any substitution of personnel shall require the approval of the City in writing. Personnel changes shall only be considered for valid reasons, such as an employee leaving the firm, major illness or accident. Only persons determined by the City to be well qualified shall be approved.

D. RIGHT TO REJECT PROPOSALS AND WAIVE INFORMALITIES

The City reserves the right to reject any or all proposals, to waive any nonmaterial irregularities or information in any RFP, and to accept or reject any item or combination of items.

E. CONTACT INFORMATION

If you have any questions regarding this RFP, please contact Krysti J. Barksdale-Noble, Community Development Director:

Mail:

United City of Yorkville
800 Game Farm Road
Yorkville, Illinois 60560

E-Mail:

knoble@yorkville.il.us